Job Title:

Appointment Service Operator ACA Status:

Full-Time Pay Class:

Hourly Exempt Status:

Non-Exempt Status Department:

Appointments Location:

Hot Springs, AR Work Environment:

In Office Reports To:

Appointment Manager Direct Reports:

N/A About Windows USA Windows USA® is a leading manufacturer and provider of premium, energy-efficient vinyl windows. With decades of experience in home improvement, we pride ourselves on delivering exceptional quality and service to our customers, fostering a culture of innovation and customer satisfaction. Job Summary The Appointment Service Operator plays a critical role in supporting sales performance and customer experience by managing appointment scheduling, coordination, and communication. This position partners closely with Sales Contractors and internal teams to ensure appointments are accurately scheduled, confirmed, and executed efficiently. This role goes beyond traditional administrative support by owning appointment flow, improving scheduling accuracy, and helping drive overall appointment quality and customer satisfaction. Key Responsibilities Appointment & Schedule Management Coordinate and manage daily schedules for Sales Contractors to ensure efficient routing and appointment coverage Schedule, confirm, reschedule, and cancel customer appointments with accuracy and urgency Monitor appointment flow and proactively address gaps, conflicts, or inefficiencies Communication & Support Serve as a primary point of contact for Sales Contractors, providing real-time scheduling support Handle inbound calls from Sales Representatives and assist with scheduling-related needs Communicate appointment updates and changes to customers in a professional and timely manner Customer Experience & Escalations Address customer concerns related to scheduling and appointment expectations Assist in resolving escalations and identifying solutions to maintain a positive customer experience Ensure all interactions reflect company standards of professionalism and service Data Entry & Administrative Support Accurately enter and maintain call sheets, appointment data, and customer information in company systems Support administrative needs for Sales Contractors and appointment operations Maintain organized and up-to-date records to ensure data integrity Proposal Coordination Prepare and distribute cost and labor proposals to Sales Representatives in a timely manner Ensure accuracy and completeness of all proposal documentation

Qualifications Education:

High School Diploma or equivalent. (Required)

Experience:

1-2 years of experience in a sales support or administrative role preferred.

Knowledge:

Understanding of Salesforce. (Preferred) Proficient in Microsoft Suite and other office software.

Skills:

Ability to work effectively and efficiently under pressure in a fast-paced environment. Strong communication skills to engage effectively with customers and team members. Proficient in data entry and administrative tasks.

Working Conditions Work Environment:

In-person role in our Hot Spring, AR office.

Physical Requirements:

Ability to stand for long periods, as required.

Schedule:

Standard business hours, with potential for extended hours as needed.

Compensation & Benefits Pay Type:

Hourly with potential for commissions after introductory period

Hourly Base:

$19 - $25+ with additional potential commission

Benefits:

Health Insurance (Medical, Dental, Vision, Supplemental Gap) Life Insurance Short-Term Disability 401(k) or Retirement Plan Paid Time Off (Vacation, Personal, and Sick Leave) Equal Employment Opportunity (EEO) Statement \"Windows USA is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.\" ADA Accommodations \"We are committed to providing reasonable accommodations to individuals with disabilities. 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